Email templates allow you to build an email once and reuse it whenever needed. Templates can include dynamic variables, file attachments, and forms, making them ideal for common communications such as welcome emails, payment reminders, traveler information requests, and trip updates.
Why Use Email Templates
Email templates help you:
Standardize communication across your team
Reduce repetitive email writing
Personalize emails automatically using variables
Include commonly used forms and attachments
Speed up message creation
Once saved, a template can be selected whenever sending a message from a trip.
Create an Email Template
Navigate to Templates → Email Templates.
Click Add Template.
Enter a Template Name.
Enter a Subject.
Create the email content using the editor.
Optionally add variables, attachments, or forms.
Click Save.
The template is saved and becomes available when composing messages.
[SCREENSHOT: Email Templates page]
[SCREENSHOT: New Email Template page]
Build the Email Body
Use the rich-text editor to create your email content.
The editor supports:
Bold, italic, and underline formatting
Lists and alignment options
Links
Images
Text styling and formatting tools
The content entered here becomes the default message whenever the template is used.
[SCREENSHOT: Email editor]
Personalize Templates with Variables
Variables automatically insert information from the associated trip or contact when the email is sent.
To add a variable:
Place the cursor where the information should appear.
Click {x} in the editor toolbar.
Select the desired variable.
Available variables include:
Client First Name
Client Last Name
Agency Name
Trip Start Date
Trip End Date
Trip Link
Passport Expiration Date
Payment Due Date
Remaining Payment Amount
When the email is sent, TripLoft replaces each variable with the appropriate value.
Example:
Template
Hi {Client First Name},
Your trip begins on {Trip Start Date}.
Delivered Email
Hi Aryan,
Your trip begins on June 20, 2026.
[SCREENSHOT: Variable selector menu]
Attach Files
Files can be included directly in a template.
To attach a file:
Click Insert File.
Select the file.
Save the template.
The attachment is included whenever the template is used.
[SCREENSHOT: Insert File option]
Include a Form
Forms can be embedded into email templates.
To include a form:
Locate the Insert Form section.
Search and select a form template.
Save the template.
The selected form is automatically included when the email is sent.
[SCREENSHOT: Insert Form selector]
Email Signature
Your configured email signature is automatically applied to the template and appears in the preview, so you can confirm how it will look to recipients.
Preview a Template
Before saving, click Preview to review how the email will appear to recipients.
Use preview mode to verify:
Formatting
Variable placement
Attachments
Form inclusion
Email signature
Overall layout
Manage Email Templates
Navigate to Templates → Email Templates to manage your saved templates. The page lists each template with its name, creator, and actions, and you can search to find a specific template.
Edit a template
Open any template to load it in edit mode, make your changes, and click Save. Changes affect future emails only.
Archive a template
Use the archive action on a template, then confirm in the modal. The template moves to the Archived tab, where it remains available for reference and can be searched. Archiving keeps your active list focused without permanently removing the template.
Delete templates
To delete, select one or more templates using their checkboxes. The bulk action bar appears with the selected count. Click Delete and confirm. Selected templates are permanently removed.
Conclusion
Email Templates help you create consistent, reusable communications across every trip. By combining rich formatting, dynamic variables, attachments, and forms, templates reduce manual work while ensuring travelers receive accurate and professional communications.